Last Minute Presentation? Be Prepared!

The beauty of the USB key is obvious - presenters can make last minute changes and bring their presentation to a host computer last minute (but, with virtually no time to check it out to make sure it works).

PROBLEM

Here is a situation from an event in September, 2011 where a PC-based PowerPoint show was created as a .pptx and handed in to the host computer the morning of the event with no time to check it out. The host computer was a Mac with an older version of PowerPoint that only reads .ppt (not .pptx).


The slide show was too big to email and there was not time to FTP.  The slide show was eventually transferred to another computer, which could save it in various formats, but ten minutes had passed (the error was discovered during the preceding presentation).

One might suggest that a presenter call ahead to ask what computer and software is being used, but there is no guarantee that the same equipment will actually be in place on the day of the event. A better solution is to have a plan B as well as a plan C.

SOLUTION

Save the slide show as .pptx, .ppt and .pdf, and put them on the same USB key. If the slide show has audio or video in it, the .ppt will still play the media, but the .pdf will not (unless something has changed recently that I am not aware of).

Another note about Macs - bitmaps need to be converted by Quicktime or else they won't show, so only use jpeg images (you'll still go through the 'converting metafile' process on the Mac, though, so allow a few seconds for the Mac to prepare the images for display).

- Buck Moore

When to Use Slide Shows for a Presentation

Some folks balk at the idea of using PowerPoint or Keynote for visual aids during a presentation. Such people are usually snobby speakers, frustrated meeting planners or jaded AV technicians who believe a person should just be able to jump up to a podium an deliver an electrifying speech.

Public speaking has come a long way and while it is true that many visuals shown to audiences are unnecessary because printouts are already supplied (that or the presenter reads the slides anyway), visuals have their place and often become a crucial method of idea support for modern audiences.

During such events as medical conferences, digital media summits or sustainable technologies meetings, slide shows are as integral to the experience as the person on the stage presenting. Great graphics and detailed pictures will help a presenter open a window into their industry sector that speech alone usually cannot accomplish.

So, the next time somebody suggests that a slidwshow presentation is a crutch, ignore them. BUT, you must know how to use the slides to facilitate a successful presentation.

Ask me, I can help!

- Buck Moore
buckmoore.net

Preparing a PowerPoint Slideshow for Video Editing

If you're a presenter or public speaker and you intend to videotape your business presentation, including your PowerPoint slide show (or Keynote slide show for Mac), here are a few tips for getting the best results and saving time (and money!) on the editing of your video.

Video Framing and adjusting

First, it should be noted that the best looking videos are with the camera frame on a medium close-up of the presenter (mostly, but wider shots for variety) and the slides with the text leaving some room for the video to be superimposed onto it, rather than the video camera trying to capture the speech and the slides all at the same time (the camera will have to continually be adjusted to get both light and dark areas and be focused every time). (Sample listed below).

Pre-editing the Slides

The font should be as simple as possible and large enough to see when the video frame is reduced in size for playback (the large screen in the meeting room will look very different from a DVD or video file playing back on a TV or computer).


As mentioned, leave room for the video image to appear on the slide (this is where the medium close-up will look best as it will be shrunk, usually). Avoid using the whole slide for text as some TV's will cut off borders of the final image (use two slides, in that case, but do it before in case any viewer is reading the slide show print out along with the video).

Using Microphones

Podium microphones - speaking loud and clear at a podium will allow you to be a foot or two away and still get great results in both the meeting room and on the video. If you aren't loud enough, but stay far away from the mic, the sound of the room will be picked up too much and sound noisy on the recording (and in the room, but not as much since the people are already in the noisy room).

Don't leave the podium mic unless you have a lapel mic as back-up. If speaking really close to the mic - avoid popping P's and T's, by aiming the mic up, so it sits just below your mouth - this will look better on video as well.

Lapel microphones - the best position for lapel mics (or 'lavalier microphones' or 'lavs'), is about a few inches below the knot of a tie, in the middle of the chest (for men) and the lapel that is closest to the screen (for women). Try to avoid hitting the mic during the presentation and consider removing anything that may interfere with getting a clean sound. The microphone should be unobstructed at all times.


For a video example of Better Presentations - see below!

Q&A Sessions
Always ask attendees to 'please use the Q&A microphone' (usually a wireless hand held or mic on a stand for political meetings). If they refuse, or suddenly burst into a question, reiterate the question for the benefit of the viewers (and it helps the editor spend less time on subtitles - or, they will have to listen to the words and spend much time figuring out a 'lost voice' in the background).


Before the Q&A session, it may be wise to ask attendees to refrain from long dialogue that can be dealt with in a one-on-one meeting, especially if they go on and on without the support of a microphone or simply do not include the Q&A session on the final video and treat it like a 'you'd have to have been there' experience.

If You Have a Cold

Always leave a second or two before and after you cough or clear your throat so the audio waveforms can be easily seen on a computer and dealt with quickly. This will save an incredible amount of time during editing. Also, avoid saying 'sorry' or 'excuse me' right before and after coughing or clearing as the waveforms will be jumbled together and take longer to identify. Instead, simply let the audience know that you will cough from time to time before you present.


Have great presentation! - Buck Moore  (watch a sample of edited video)